Support Staff - Full Time and Part Time

Support Staff Job Description

Reports To: Support Department Supervisor

Location: Phoenix Rising, Satellite Offices, Community

Wage: Negotiable

Hours: Forty Hours per Week

Support Staff are the first representatives of the agency for clients and any other visitors. Therefore, the front desk must present a professional demeanor while they answer phones, schedule appointments for clients. Support staff must have a basic understanding of the services of the agency as well as the agency’s clinical functions.

DUTIES AND RESPONSIBILITIES

• Greet individuals as they come to the agency.

• “Check-In” clients and visitors per agency procedures

• Answer phones and direct phone calls to the appropriate person.

• Notify clinical staff of the arrival of their next appointment.

• Identify any paperwork or updates that the client needs to fill out and have the client complete the necessary paperwork. Checking alerts and following them.

• Make copies of insurance cards asking if insurance./address/phone number changes since last visit.

• Collect co-pays while notifying clients of any balances due.

• Petty Cash responsibilities.

• Obtain information for initial diagnostic assessment, verify insurance, and schedule diagnostic assessment appointments.

• Schedule next appointments for psychiatrist and as needed for other staff.

• Collects mail and gives to the appropriate person as well as giving messages to individuals as needed.

• Opening and Closing of office

• Ensures that all forms are available and makes copies of forms as needed including diagnostic assessment packets.

• Tracks stats as requested by Quality Improvement Director, and/or CEO. Survey Monkey entries

• Checks voicemail, and sends messages to appropriate person

• Notifies HR, person’s supervisor, and medical staff of call offs of staff

• Performs variety of clerical duties

• Performs other duties as assigned

• Understanding of HIPAA

• Ability to pass annual competency tests

JOB ACTIVITY DEMANDS

Physical:

• Ability to lift and carry twenty pounds of weight
• Ability to sit or stand for extended periods of time
• Ability to talk and have good hearing.

Mental and Personal

• Basic reading, writing and arithmetic skills
• Knowledge of phone system and protocol for answering phones.
• Professional verbal and written communication
• Computer literate with ability to learn new software applications.
• Discretion with confidential information
• Excellent organizational skills
• Pleasant and courteous demeanor with staff, callers and clients.

JOB SPECIFICATIONS

Education:

• Minimum of high school diploma or one to three years of clerical experience

Skills:

• Good interpersonal skills and the ability to get along with diverse personalities (clients, physicians, staff and general public)
• Good communication skills, written and verbal
• Ability for discretion with confidential information
• Ability to multi-task and cope with stressful situations
• Ability to be trained and use computer systems

Knowledge:

• Basic reading, writing and arithmetic skills
• Ability to pass annual competencies
• Understanding of HIPAA rules
• Ability to apply common sense understating to carry out instructions furnished in written, oral or diagram form
• Ability to deal with problems involving several concrete variables in situations
• Basic understanding of mental health/mental illness